Synopsis_Ice Core Relocation Services.pdf

U.S. General Services Administration

Title: Denver Federal Center Ice Core Relocation Services Synopsis

1. Estimated solicitation issue date: February 10, 2026

2. Qualified Sources: Polar Field Services

3. History:

The National Science Foundation – Ice Core Facility (NSF-ICF) provides long term storage, processing, and examination of ice cores from the United States (U.S.) Arctic and Antarctic ice drilling operations. Due to the nature of how the ice cores were collected as well as the time frame in which they were collected, these ice cores are irreplaceable. Proper storage of these ice cores requires temperatures far below typical refrigeration systems to maintain their integrity for ongoing research. This project will deliver a new NSF-ICF freezer space, contained within Building 810 located at the Denver Federal Center. This project is intended to replace the existing NSF-ICF that was built in 1993 due to the aging equipment and needs for improved space use. The new Ice Core Facility was substantially complete on July 3, 2025 and expected to be fully operational in the Spring of 2026.

This acquisition is for the relocation of the ice cores from the legacy facility to the newly constructed facility in Building 810 at the Denver Federal Center in Lakewood, CO. The facility’s most important responsibility is for the safe and secure storage and curation of ice cores collected primarily by NSF-sponsored projects. The facility also allows scientists to examine ice cores without having to travel to remote field sites such as Antarctica. The main archive freezer is 55,000 cubic feet in size and is held at a temperature of -36°C. A second room for examination of ice cores, held at -24°C, is 12,000 cubic feet in size and is contiguous with the archive area. NSF-ICF also maintains space outside the freezer for material fabrication, storage, changing areas, offices, and visiting scientist workspace.

The facility currently stores over 25,000 meters of ice core collected from various locations in Antarctica, Greenland, and North America. The new Ice Core Facility is composed of five primary functional programmatic elements: 1) Refrigerated Warehouse Spaces, 2) Refrigeration Equipment Space, 3) Shop/Storage Spaces, 4) Office and Support Spaces, and 5) Loading/Shipping Spaces.

4. Description of Services Requested:

This is a HIGHLY specialized move by which the contractor will be responsible for relocating the ice cores that are irreplaceable and essentially priceless considering

1800 F Street, NW Washington, DC 20405-0002 www.gsa.gov the extreme means required to gather the samples. It is imperative that during the location no damage occurs. The contractor will be required to work in extreme low temperatures for extended periods while moving the cores. All move personnel will require minimum -30°C cold rating boots, insulated suites, gloves, and other equipment or gear deemed appropriate for the relocation of the cores.

5. Award Type:

Firm Fixed Price

6. Point of Contact:

Joseph Dorsey - PQAD

1 Denver Federal Center, B810 Lakewood, CO 80225

7. Mandatory Language:

Authority: 10 U.S.C. 2304(c)(1) The services required are available from only one responsible source and no other type of services will satisfy agency requirements.

This requirement is below the Simplified Acquisition Threshold (SAT). Therefore, the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302. Interested parties may identify their interest and capability to respond to the requirement or interest in submitting a future proposal. Such capability statements must be received within 15 days of this notice or by February 10, 2026 by 12:00PM. This notice of intent is not a request for competitive proposals. A determination by the Government not to compete this proposed contract action based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement.

Issuance of this notice does not warrant that funds are presently available for award of a contract. Award of the contract shall be subject to the availability of appropriated funds, and the Government shall incur no obligation under this notice nor any potential solicitation in advance as funds are made available to the Contracting Officer for the purposes of contract award. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this requirement and until the Contractor receives a notice of availability of funds by the Contracting Officer.

The successful and safe relocation of the ice cores is a requirement of considerable complexity and high criticality. Given the irreplaceable nature of these scientific assets and the strict environmental controls required for their preservation, a dedicated, on-site presence is deemed essential. The potential source holds a local presence and has experience working in these extreme low temperature environments. This local presence is not merely for oversight but is a fundamental mailto:joseph.dorsey@gsa.gov requirement to ensure the efficiency and expediency of the entire relocation process of said ice cores to the new facility.

The intricate logistics involve specialized handling, continuous temperature monitoring, and coordination across multiple phases—from packaging and transportation to final placement in the new, controlled-access storage facility. All being conducted in extremely low temperatures as low as -36°C. By mandating a local presence with experience working in extreme temperatures, the project ensures that immediate, informed decisions can be made to address unforeseen challenges, maintain the integrity of the ice cores, and guarantee that the highly sensitive relocation timeline is adhered to without delay. This proactive, hands-on approach minimizes risks associated with core degradation and secures the continuity of invaluable climate science research.